Sam Houston State University (SHSU) has adequate physical facilities and resources, both on and off campus, that appropriately serve the needs of the institution’s educational programs, support services, and other mission-related activities.
SHSU is committed to providing and maintaining appropriate and adequate physical facilities by continually assessing needs, monitoring quality, and improving operations and maintenance. Reporting to the Chief Financial Officer & Senior VP for Operations, the Vice President of Facilities Management directs the day-to-day operations and oversees Facilities Services, Planning and Construction, Residence Life Maintenance, Environmental Health and Safety, and Facilities Campus Services (i.e., custodial, vehicle fleet, and landscape services). The Vice President has administrative and strategic planning responsibility for preventative maintenance, facility alterations, new construction, and master planning [1] [2]. Facilities Management [3] works effectively and efficiently, providing an environment conducive to learning, research, and service.
The University exercises appropriate control over all its physical resources. Methods employed to maintain this control include the University’s master plan [4] and property inventory [5]. In addition, the University employs an internal auditor [6] that reports to the Texas State University System (TSUS) office.
The Campus
SHSU [7] is comprised of eight colleges: Arts & Media, Business Administration, Criminal Justice, Education, Health Sciences, Humanities and Social Sciences, Osteopathic Medicine, and Science and Engineering Technology. In the Fall of 2024, SHSU’s campus contained 257 buildings encompassing over 6,211,000 square feet [8] [9]. The Office of Facilities Management maintains inventory of all buildings, both on and off campus.
The total acreage of the University is approximately 2,830 acres [10] of which 1,960 acres are considered improved and maintainable [11]. Although most of the buildings are located on the main campus just south of downtown Huntsville, SHSU also has an observatory facility (2 acres) north of the campus off State Highway 19; the Gibbs Ranch Facility (1,605 acres) north of the campus off of State Highway 75; University Camp (345 acres), a recreational facility off of State Highway 19; the Agricultural Education Center and Holleman Field (33 acres) off of Avenue M and bordering along the Interstate 45 North access road; the Pineywoods Environmental Research Laboratory (247 acres) off of Fish Hatchery Road on the northern edge of the city limits; Bearkat Course, an 18-hole golf course (157 acres) along Interstate 45 South across from the Agriculture Center; The Woodlands Center (7 acres) on the Lone Star College Campus where SHSU has constructed a 143,904-square-foot educational building, a 743-space parking garage, and a 189-space surface parking lot to serve the student population to the south of Huntsville; and the College of Osteopathic Medicine (7 acres) off of Interstate 45 South in Conroe, which prepares students for the Doctor of Osteopathic Medicine degree at SHSU [12].
Physical Facilities
Of SHSU’s 257 campus buildings, encompassing more than 6.2 million gross square feet of space [8] [9], 127 structures are categorized as education and general (E&G) space and, as of 2024, had a combined, insured value of $720,704,416. An additional 116 structures are categorized as auxiliary space and, as of 2024, had a combined, insured value of $688,795,512. A campus map is provided [7].
In the Fall of 2024, SHSU had 1,515,991 assignable square feet of Educational and General (E&G) space [13]. E&G space includes teaching, library, research, office, and support space. Based on record growth, a space deficit of 303,659 assignable square feet (ASF) was projected in the Texas Higher Education Coordinating Board (THECB) Fall 2023 Space Model [14] [15]. The University completed the College of Osteopathic Medicine [16], adding 74,834 ASF in the Spring of 2020. The University is under construction of a new Health Professions Building [17], to be opened in Fall of 2025, which will add an estimated 50,516 ASF. The Active Learning Center, presently in the design phase, will add an estimated 23,239 ASF [18]. Additionally, the Science & Engineering Technology Building, presently in programming phase, will add an estimated 90,768 ASF [19]. This will reduce the deficit by an estimated 239,357 ASF.
Regarding classroom and laboratory space, SHSU reports room utilization data to the THECB and is provided a Space Utilization Efficiency (SUE) score comprising the following variables: Facilities Demand, Utilization Rate, and Average Percent Fill. The SUE score is meant to identify space need and actual use comprehensively and effectively. SHSU's average percent fill for class and laboratory rooms were both calculated at 68% in Fall of 2023 (the most recent semester for which data is available) [20].
To supplement the institution owned ASF, the University occasionally offers classes at various off-site locations, designed to target specific cohorts of students living or working in the same geographic region. Classroom space at these off-site locations can be rented or provided temporarily, free of charge, by various educational entities. SHSU works closely with local K-12 school districts in the delivery of its undergraduate and graduate education degrees. As a result, K-12 schools and administrative school district offices often temporarily allocate classroom space to SHSU. These classroom facilities are comparable to those found on the main SHSU campus and are maintained by the respective school districts. SHSU also offers Lone Star College use of its classrooms at The Woodlands Center location.
Newton Gresham Library
The Newton Gresham Library [21] completed renovations to the 1st and 2nd floors of the building in the Spring of 2021 [22]. The renovation added more seating and study spaces, as well as a renovated computer lab space. Outside patio seating was installed around the east and north sides of the building. In addition, four new instructional spaces and a mothering room were added, and the restrooms were remodeled. The renovation also added over 15 new group study rooms.
The Newton Gresham Library serves the research and educational needs of the SHSU community. The library holds over 1.3 million books, bound periodicals, and government documents and a variety of formats, including multimedia, digital collections, microforms, microfiche, phonograph records, videotape, and newspapers. Other groups of materials housed in the Newton Gresham Library include paperbacks for recreational reading, current periodical issues, new books, and a children's literature collection. The Academic Success Center and First Year Experience operations, as well as a Starbucks location, are also housed in the Newton Gresham Library. A multimedia lab, video recording studio, music listening room, study carrels, a small lounge area furnished with vending machines, and a copy center are provided for the convenience of students and faculty.
Residence Life
SHSU has ten residence halls, three apartment complexes, and four small houses [23]. In 2022, the University opened San Jacinto Hall, a 178,663-square-foot residence hall, which accommodates an additional 628 beds. Later that year SHSU purchased Copper Village, consisting of four apartment buildings and one leasing office, totaling 101,900 square-feet, which was completely renovated and opened for students in August 2023, adding an additional 214 beds. In 2024, the University purchased the Campus Edge Apartments, consisting of two apartment buildings and one clubhouse building totaling 14,840 square-feet for resident use. The combined capacity of existing facilities is 4,210 students. In the Lone Star Hall, Pineywoods Hall, and San Jacinto Hall facilities, student groups have the option to be housed in academic based living communities for the following groups: Criminal Justice majors, Honors College students, Terry Scholars, Smith-Hutson Scholars, Texas Leadership Scholars, Bearkat Learning Community students, College of Arts & Media students, Pre-Law students, Agriculture students, Education students, Health Science students, ROTC, and First Generation students.
Security for all halls and houses is provided via a card-access system, the exceptions being Bearkat Village apartments, Campus Edge Apartments, Copper Village Apartments, and White Hall, in which rooms open directly to the buildings’ exteriors and students have keys to their respective rooms.
All facilities receive 24-hour maintenance coverage and are inspected and repaired as required on a continual basis [24]. An in-house 14-person team handles maintenance of these facilities, and the work is enhanced with the assistance of student employees. The University’s Facilities Management staff or outside contractors occasionally provide assistance. A private contractor provides custodial services for the facilities. Americans with Disabilities Act (ADA) compliant rooms and apartments are available for students requiring special facilities. Students are encouraged to provide feedback regarding their living situation via a student housing survey distributed annually in April [25]. The most recent survey revealed that an overwhelming majority of students responding indicated satisfaction with maintenance work processes and timeliness of repairs and indicated agreement that they felt safe in their rooms, common areas, and areas surrounding their residence.
Recreational Facilities
SHSU operates and maintains a variety of recreational facilities that enhance the institution's educational mission. In the Summer of 2023, the University expanded the Campus Rec facility by adding a new gymnasium, increasing the gross square footage to 141,288 square-feet. The Campus Rec is comprised of an indoor running track, multipurpose courts for basketball, volleyball, badminton, pickleball, cardio area, racquetball courts, rock wall and bouldering area, training and weight rooms, locker rooms, and an outdoor swimming pool [26]. The University also maintains a 92,500 square-foot coliseum used for both recreational and academic purposes [27]. Outdoor recreational facilities include six outdoor multipurpose sport fields; a one-quarter of a mile jogging/running track; two outdoor sand volleyball courts; eight lighted tennis courts; a 345-acre camp used for outdoor pursuits, new student orientations, student leadership development programs, and other University initiatives [28]; and Bearkat Course, a 6,943-yard, 18-hole golf course [29]. All facilities are ADA compliant and are open to the University population seven days per week throughout the academic school year.
Lowman Student Center
The Lowman Student Center (LSC) [30] serves as the “living room on campus” for SHSU students. The LSC expansion, completed in 2018, and renovation project completed in 2020, accommodated the growing population at SHSU [31]. The expansion included new lounge and dining spaces, the relocation and renovation of the student affairs and organization offices, space upgrades, addition of orange and white ballrooms, new meeting rooms, the skywalk bridge, and more. This facility contains upgrades to the Kat Klub [32], offering a wide range of student entertainment options, state of the art bowling lanes, six billiard tables, ping-pong tables, and a various selection of classic arcade games. The LSC also contains the Campus Store, where you can order required course textbooks through the Bearkat Bundle or individually, and purchase SHSU spirit gear and school supplies [33].
Student Health Services Facilities
SHSU has dedicated facilities to help promote student health, well-being, and academic success. The Student Health Center [34] is a primary care clinic, accredited by the Accreditation Association for Ambulatory Health Care (AAAHC), serving the needs of SHSU students. The range of services provided include the following:
The Student Health Center also houses the SHSU Counseling Center [35], which provides individual, couples, group therapy, and the Helping Kats C.O.P.E. Workshop Series to students enrolled at SHSU.
Dining Service Facilities
The University contracts with Aramark Higher Education to provide dining services on campus [36]. The University has two all-you-care-to-eat dining facilities, Old Main Market and General’s Market; both locations are Fresh Food Company concepts. Constructed in 2011, Old Main Market seats 600 patrons with an additional 80-seat meeting room space. General’s Market was constructed in 2017 and seats 620 patrons. General’s Market has inside and outside dining available and music throughout the dining rooms. Aramark also offers 15 other food concept facilities: Chick-Fil-a, Subway, Panda Express, Freebirds World Burrito, Pastabilities, Wild Blue Sushi, Sammy Shake Shop, Starbucks (2 locations), Rising Roll, South Paw, Tenders & Fries, Sammy’s Scoop Shop, Premium Catering Department, and the concessions for football, basketball, baseball/softball, volleyball, soccer, and rodeo. There are also 7 P.O.D. (Provisions On Demand) locations with five on SHSU’s main campus, one at the College of Osteopathic Medicine, and one at The Woodlands Center. In addition, the University Golf Course offers the Bearkat Course Grill at the Clubhouse.
Property Insurance Coverage
SHSU maintains comprehensive property insurance coverage to ensure our assets, including buildings, equipment, and other valuable property, are adequately protected against potential risks [37] . This coverage is regularly reviewed and adjusted to align with the current value of university assets, ensuring protection in case of unforeseen events. With proper strategies in place, SHSU is committed to protecting the university’s physical infrastructure and resources.
Operations and Maintenance
Facilities Management [2] is responsible for the operation and maintenance of all facilities at SHSU. The goal of Facilities Management is to provide safe, clean, attractive, and energy-efficient buildings that are conducive to teaching, research, living, and recreational activities. Within Facilities Management two departments share the operations and maintenance responsibilities. In the case of residence halls, the Department of Residence Life Maintenance [24] is responsible for all operation and maintenance of residence facilities. The Facilities Services department is responsible for all operation and maintenance of all educational & general purpose and auxiliary buildings on campus [3]. Custodial Services is supplemented by AHI Facility Services Inc., a third-party cleaning vendor, for remote areas and residence halls in the common space areas. The Facilities Services department uses a software program, branded as the Facilities Administration Management Information System (FAMIS), and the Residence Life department uses two software programs, branded as School Dude and StarRez, to record, track, and complete all customer requirements for maintenance or building improvements.
The FAMIS preventive maintenance (PM) program generates a list of tasks for each shop’s equipment or components under their responsibility. The tasks may include one or more buildings or pieces of equipment; the PM work orders are automatically generated by the FAMIS system according to the period of recurrence established for each task. The philosophy of a good preventive maintenance program is to reduce unscheduled repair work orders. The PM program reduces building and equipment failure, extends the life expectancy of buildings and supporting infrastructures, and maximizes the availability of campus facilities for the support of the SHSU mission. PM work orders receive the highest priority for shop scheduling, after emergency repairs. After-hours callouts and overtime for repairs and replacement of parts are minimized by maintaining a consistent PM program.
According to FAMIS, Facilities Services managed 15,987 work orders in FY24 and completed 15,113, for a completion rate of 95%.
The Facilities Management Office of Space Planning tracks, maintains, and updates all space and room inventories across campus. Routine data verification occurs to ensure the information transmitted to the Texas Higher Education Coordinating Board (THECB) is accurate. The inventory accuracy is certified annually on November 1 through THECB reports. The results from these reports provide the University with suggestions on where to focus their action plans toward a specific area [38].
Property Management
The SHSU Property Manager receives and reviews purchase orders to determine if items purchased are capital assets. The Manager assists departments across campus, purchasing, and accounts payable to assure property inventory requirements are met. The Manager is also charged with maintaining automated property and real property accounting records using the Statewide Property Accounting (SPA) system from the State Comptroller. The Manager is also charged with maintaining automated property and real property accounting records using the Banner Finance System following policies set by the Texas State Comptroller.
SHSU inventory is maintained within the Banner Finance Accounting System. The University’s Property Office is responsible for maintaining the electronic records of all SHSU inventoried items and property. The Property Office receives notification of each purchase eligible to be recorded in the inventory records. In addition, the Property Office coordinates the annual inventory of SHSU equipment. Each year, the Property Office conducts an annual inventory of its items. Any items appearing on the inventory list that cannot be located are reported to the Property Office. Items found in the department that are not listed with the Property Office are also reported. SHSU Policy FO-PRO-23 describes departmental responsibilities relative to departmental property [39]. Items costing $5,000 or more and having an expected life of one year or more are tracked in the Property records.
Technological Infrastructure
Sam Houston State University (SHSU) manages and supports a sophisticated and scalable technological infrastructure to deliver quality distance and face-to-face education. The comprehensive framework described below ensures robust technical support for SHSU’s academic mission.
Strategic Planning and Governance
SHSU's technological infrastructure is guided by a clear vision and goals aligned with the University's mission to provide high-quality education. The governance structure is managed through strategic committees. These committees include key stakeholders from Information Technology, Academic Affairs, academic departments, administrative units, and in some cases, student representatives. This governance approach to the technological infrastructure of the University ensures collaborative oversight and strategic direction. Some of these committees include the IT/Academic Advisory Committee [40], the University Compliance Committee [41], and the Distance Education Committee [42], and other strategic appointments [43].
Policies and Standards
Policies and standards govern technology usage, data security, privacy, and regulatory compliance, ensuring a well-coordinated and secure technological environment [44]. IT Policies are authoritative and establish the minimum requirements for SHSU.
Core Infrastructure Components
SHSU provides a stable and reliable technical infrastructure through the management and provision of core components, to include the following:
Academic Technology
SHSU provides a stable and reliable ecosystem of academic technologies as part of its technical infrastructure. Some academic technologies include the following:
Student, Staff, and Faculty Support
SHSU reinforces a stable and reliable technical infrastructure by providing around the clock services to support and maintain the technical components. These technical services include:
Security and Privacy
SHSU supports its technical infrastructure by safeguarding privacy and security.
Communication Platforms and Methods
SHSU deploys communication platforms like email, digital signage, listservs, messaging apps, notifications, live streaming, cable TV, voicemail, and video conferencing tools to facilitate collaboration among students, faculty, and staff, enhancing the educational experience [63].
Emergency Management and Notifications
KatSafe is a campus-wide alert system that is a key component of the University’s technological infrastructure. KatSafe notifications (email, calls, texts) ensure that emergency communications can be received timely, thereby safeguarding students and faculty during emergency periods. The system extends to all University-owned properties, including the Huntsville campus, The Woodlands Center, and the College of Osteopathic Medicine, ensuring consistent and comprehensive coverage [64] [65] [66].
File Sharing and Collaboration
SHSU provides tools for secure file sharing and collaboration, such as cloud storage services and collaborative document editing platforms, supporting effective teamwork and information exchange [54].
Accessibility of Technology
SHSU ensures that accessibility technologies, such as Ally, make content accessible to individuals with disabilities, adhering to relevant accessibility standards and guidelines and ensuring broader usage and adoption of technical components [67].
System Integration
SHSU ensures seamless integration between different technology systems, providing a cohesive user experience and maximizing the utility of the technological infrastructure i.e., the integration of Banner (SIS) and Blackboard (LMS).
Interoperability
SHSU adopts standards and protocols that promote interoperability between various software and hardware solutions, enhancing flexibility and functionality.
Funding
SHSU secures adequate funding to support the development, maintenance, and upgrading of the technical infrastructure, ensuring its sustainability and effectiveness.
Resource Allocation
SHSU allocates resources effectively to prioritize critical infrastructure projects, supporting the University's strategic goals and enhancing the educational experience.
Through this comprehensive framework, Sam Houston State University manages and supports a sophisticated and scalable technological infrastructure that meets the needs of its academic mission, ensuring the delivery of quality distance and face-to-face education.
Campus Planning
As a part of SHSU’s efforts to plan responsibly for campus growth, the University has adopted a Campus Master Plan, which was updated in 2023 [4].
Capital project planning involves the collection of projects originating from both the Campus Master Plan and the Strategic Planning Process. The Capital Improvements Program (CIP) encompasses the capital projects that are needed to preserve, enhance, and add to the facilities assets in alignment with the University's approved Master Plan. Following the procedures outlined in the campus policy FO-FM-07 – Building Modifications [68], projects are forwarded to the Facilities Management Office of Facilities Planning & Construction, where they are retained in a database for future capital planning. Each spring, the projects are reviewed and coordinated with the campus administration, resulting in a list of projects approved for submission to the TSUS Board of Regents and, if necessary, to the THECB.
Each spring, as part of the campus planning process, the University submits a Capital Expenditure Plan (MP1) Summary Report to the THECB [69]. The plan includes any proposed project greater than $1,000,000 and property purchases for any amount that may be submitted within the next five years to the TSUS Board of Regents, regardless of funding source.
Each year, the Campus Condition Report (CCR) [70] is generated to provide backlog maintenance data. TSUS issues the CCR using data supplied by SHSU and other System components. Information collected onsite is continually updated & maintained in the report. The CCR provides a glimpse of the maintenance backlog costs as a percentage of the University’s total building replacement value. Backlogged conditions are defined as assets that have passed their useful life or are operating deficiently. Five categories are monitored that encompass a structure’s physical attributes: Reliability, Safety/Code, Asset Preservation, Economic Opportunity, & Program Improvement [71]. SHSU’s reported backlog as of FY23 was $188.3M. The total backlog as a percentage of replacement value was 5.2%. From FY21 to FY24, SHSU completed over $16M in projects with corrective scopes of work to address deferred maintenance items [72].
Internal Audit
The SHSU Office of Internal Audit [6] is an independent unit of the Texas State University System (TSUS) Office of Internal Audit, reporting directly to the Finance & Audit Committee of the TSUS Board of Regents. The mission of the internal auditing function is to enhance and protect organizational value by providing risk-based and objective assurance, advice, and insight. The scope of internal audit services covers the entire breadth of SHSU’s operations, including all of its activities, assets, and personnel. Specific to this narrative, Internal Audit conducts cyclical Facilities Audits as required by the Texas Higher Education Coordinating Board (THECB) [73].